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St Albans School of Languages
35 Market Place
St Albans
Tel: 01727 838980

Privacy Statement – St Albans School of Languages – May 2018

At St Albans School of Languages we look after any personal information you give us in a secure manner in order to comply with the data protection laws.
We want to make it simple for you to understand how we user your date. We want to be transparent about how and why we collect this data and what we use it for. You can choose the amount of personal information you give us.

This policy includes:

1. About us
2. Information we collect
3. How we use the information
4. What if you don’t provide the information
5. What grounds (legal basis) are we processing the data under
6. Sharing information with third parties
7. Cookies
8. How we protect your date - confidentiality
9. Your rights regarding your personal information
10. Your right to complain to the Regulator for Date Protection
11. Links to third-party websites
12. Contacting us

1. About us

We are St Albans School of Languages, a language school which is owned by Ian Salkey and Ria Knol. The company’s registered address is 12 Deans Close, Abbots Langley WD5 0HL and the offices are at 35 Market Place, St Albans AL3 5DL. The company number is 5009396.

We want to protect any personal information we receive from you. There is some information we need to collect because we have to provide figures to English UK and Accreditation UK in order to keep our accreditation up to date, but this does not include any personal information or any information which can identify you as an individual.

2. Information we collect

a) Students -When you register with us at the school we collect:

• Your name
• your contact details (phone number and address)
• your next of kin
• your photo (unless you object)
• your nationality
• details of your visa (if applicable)
• your start date at the school and the level you are at

If you are under 18 we will ask for additional information before you arrive. This includes
• Signed consent from your parents
• your parents’ contact details in case of an emergency
• the name, address, and contact details of where you are staying in the UK
• how long you are staying for.

b) Homestay hosts
– We keep your details on a database including:

• your name, address and who lives in the house with you
• age of any children who live with you
• any pets
• your DBS number
• the reference number of your gas safety certificate
• copy of your fire risk assessment

c) Staff – we keep your details on a database including:

• your name and contact details
• contact details of your next of kin
• copies of your qualifications and references
• copies of your ID documents
• your DBS check
• record of classroom observations

3. How we use this information
We collect information about you so we can organise our classes and know who is coming and for how long and with whom you are staying. We also store information about your level of English so we can monitor your progress. We may need to use your contact details in case of an emergency – if you are taken ill at school and you are under 18 we need to contact your parents, and/or the responsible adult in the UK.

If for any reason the school is closed we can contact you to let you know your lessons are cancelled.

We do not use the information you provide to contact you for marketing messages, and will not do so now or in future.

4. What if you don’t provide the information?
As a school providing English classes for foreign students we are under a legal obligation to check everyone who wants to attend lessens for their right to be in the UK and for their right to study English.

We therefore need to check your passport, or ID card. If you are a citizen of one of the EU countries we do not need to see further evidence of your right to be in the UK and we do not need a copy of your passport.

If you are in the UK on a Visa (there are many different types of Visa) we need to take a copy of your passport and visa.

5. What grounds (legal basis) are we processing the data under?

We have a legal duty to show the immigration authorities, on request, documents that show you are here legally and have the right to attend English classes. If you do not have the correct Visa you cannot study at the school and we will say so at the time. In that case we do not keep a copy of your passport or Visa.

6. Sharing information with third parties

We do not keep details of your credit or debit card details on file
The card payment system used at the school is fully PCI compliant.
We do not take payments through our website.
We do not share any information about you with third parties – unless requested by the UK immigration authorities. For staff we have to show your documents to the British Council when requested during an inspection.
We do not use the database for marketing purposes.

Sharing information with homestay hosts
If you ask us to provide homestay accommodation we will share your name, sex and age with your host before you arrive but not your contact details; it is up to you to make contact with the family before you arrive.

If you are a homestay host we will share your contact details with the student who will stay with you once the homestay has been agreed and finalised.

7. Cookies
Our website, www.stalbansschooloflanguages.co.uk does not automatically collect cookies. Google collects data to show how many people have looked for directions to the school or have accessed the website after doing a Google search but does not in any way identify an individual.

The Facebook page for St Albans School of Languages has been set up by our students. All students attending the school (past or present) are free to join this page but there is no obligation to do so. The school might from time to time provide information about courses on the page but does not collect or record any of the activity on the page.

8. How we protect your data – confidentiality

The personal information you give us is stored on our database. This is filled in in your presence. The database is not online and the computer it is stored on is protected by a firewall and virus protection software. The computer is also password protected and only those who need to have access in an emergency can do so. All our staff are aware of the importance of confidentiality and will never give out your details to a third party without your specific agreement. We will not give out details of homestay hosts or staff unless this has been specifically agreed by homestay hosts or staff.

9. Your rights regarding your personal information

Under the Data Protection law you have a number of rights with respect to your personal information, which are

• You can correct the information if you think it is not up to date or accurate
• you can ask to be removed from the database when you leave the school
• you can ask to have a copy of the information we hold on you (you will have to contact the school (ian@stalbansschooloflanguages.co.uk) or by phone 01727 838980
• you can request for your next of kin not to be contacted in case of an emergency (if you are over 18)

10. Right of complaint to the Regulator for Data Protection
The data protection laws in the UK are regulated and enforced by the Information Commissioner’s Office (ICO). If you have any concerns about how personal information is treated you can do this by phone 0303 123 1113 or on their website www.ico.org.uk The postal address is : Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5A

11. How long we hold your data
We keep your information on our database for an unlimited time. This is in case we have to provide information about your passport/visa details to the UK immigration officials and to provide information to our accreditation organisations at the end of each year (this does not include personal data – only nationality and length of stay).

If you have been a student in the past and want to study with us again we check the database and you will not have to pay another registration fee.

We are happy to remove your details a year after you have left. Please contact us.

12. Third party links on our website
There are some links on our websites belonging to third parties; these are not covered by this privacy policy. Please make sure you read the privacy policy for that website.

Date – 17 May 2018
For review May 2019.


©Ria Knol - 2018